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Public Participation Committee (PPC) Minutes 13 May 2010

PPC Attendees: Jean-Jacques Subrenat – Chair; Thomas Narten, Gonzalo Navarro, Vanda Scartezini, and Katim Touray

Staff Attendees: Doug Brent – Chief Operating Officer; Nick Ashton Hart, Samantha Eisner, Janice Douma Lange, Diane Schroeder, and Amy Stathos

The following is a summary of discussions, actions taken and actions identified:

  1. Reviewed the minutes from the prior PPC meeting, and all voting members in attendance approved the minutes.
  2. Received a report from staff regarding remote participation arrangements underway for the upcoming international meeting in Brussels, including measures to address remote participation challenges faced at the Nairobi meeting. The PPC discussed a proposed process for consideration of late requests for addition of sessions and the inclusion of the Chair of the PPC in that process as well as a senior member of the Staff, in order to address community suggestions for Board member inclusion. The PPC also received an update on the status of plans for staff training as well as preparations of materials for training of end users on remote participation facilities. The PPC noted that part of the success of remote participation is dependent upon the ability of end users to understand how to use the available facilities.
    • Actions:
      • Staff to summarize the process for consideration of late additions to the meeting schedule to conform with PPC comments and direction, including a recommendation that the primary contact point be a senior staff member, who will then provide a recommendation to the PPC Chair for review and consideration.
      • Once completed, the PPC is to review the staff summary and provide comments and edits, so that the PPC Chair may forward to the Board as a whole.
      • When available, staff to provide draft end user training materials to the PPC for brief review prior to publication.
      • Staff to provide PPC with a written update on the progress of work relating to attaining consistent levels of and quality of interpretation at the public meetings at Brussels and beyond. Staff to also provide briefing on the feasibility of remote interpretation of in-person meetings.
  3. Received an update from staff on the identification of anticipated main topics at the Brussels meeting, identified in collaboration with the Chairs and Vice Chairs of the Advisory Committees and Supporting Organizations, to allow better block scheduling for sessions with high interest across the organization. Discussed potential ideas for staff and Board interaction to investigate suggestions to insure follow through of main subjects to the public forum and to assure that important topics are addressed.
    • Action:
      • Staff to form a suggestion to manage the follow through of main topics at ICANN meetings for PPC consideration.
  4. Received an update from staff on the consultation on meetings for the next decade, including confirmation that within the coming weeks, the survey and announcement will be jointly launched in all six UN languages.
  5. Discussed planning for the PPC work on a review of public participation systems, with the potential for seeking external assistance in identifying best practices and technology.
    • Action:
      • Staff to draft a statement of the problem that the PPC is aiming to address and solve, as well as a proposal for PPC consultations with staff and outside experts on the same.
  6. Received an update from staff on the status of recruitment efforts to fill the position of the Senior Director for Participation and Engagement. The PPC expressed its sincere thanks and appreciation to the Nick Ashton-Hart for his commitment, innovation and work in the position.